WhosOnLocation glossary

This glossary explains terms that you may see while working in WhosOnLocation or the Help Center.

 

A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z

Term Definition

A

 
Access point An access point is a place within a location that employees or guests can sign in or out. While setting up a kiosk, link the kiosk to an access point.
Acknowledgment notices Acknowledgment notices are used to notify people of temporary hazards or one-off events. They pop up on your sign in/out kiosk or WolMobile, and the person must acknowledge it before signing in or out.
Acknowledgment notice report This report tracks the acknowledgment notices presented on sign in and out and any recorded responses. View the notices for any location. You must be a report manager to access this report.
Account owner user role There is one account owner for each WhosOnLocation account. They can turn on add-ons, set up integrations, view the purged record audit, and manage the billing details for the account.
Active directory Use Microsoft Azure Active Directory with SAML-based single sign-on as an authentication source for your users to log in to WhosOnLocation.
Administrator user role The administrator user role manages location-level settings. An employee can have global permission to access all locations or select locations only.
Advanced printing Advanced printing is a setting that enables automated printing with Internet Explorer. Other web browsers don't require this setup.
Add-ons Add-ons are features in WhosOnLocation that your account owner must enable before you can see them in your account. Features include contractor management, induction management, WolEvac, triggers, and more. 
Alcolizer The Alcolizer integration provides the ability to connect a breathalyzer to your sign in/out kiosk. To use it, you need an Alcolizer wall-mounted breathalyzer, and your account owner must enable the integration.
Alexa for Business With the Alexa for Business integration, set up triggers in WhosOnLocation to make on-site audio announcements on your Alexa devices. Your account owner must enable the integration.
API Use our application programming interface (API) to build integrations that manage your visitor, contractor, and employee data. Our API supports JSON or XML data and is chosen via the Accept and Content-Type headers.
Asset management With asset management, create asset groups and types, enter assets, and issue them out to employees or contractors. Your account owner must first enable the add-on.
Asset manager user role This user role can set up assets and issue assets to visitors, contractors, or employees.
Audit The account owner has access to the account’s audit, which contains any records purged from the people presence report. Purged records are removed from your report, but the personal information remains in your account audit.
Auto sign in Employees and contractors can automatically sign in/out of a location using their smartphone. To use this feature, you’ll need to enable the WolMobile integration, set up a geofence, and users will need to allow location permissions on their smartphone.

B

 
Badge pass Badge passes are identification labels printed when a guest or employee arrives on-site. Set up customized templates for each type of visitor, each displaying specific types of information. The label type to use will depend on your printer.
Basic questions Basic questions are presented to anyone signing in or out. There are separate question settings for each visitor type. Enable specific questions, make questions mandatory, share the answers, and choose which sign in/out modes the questions should appear on.
Branding The branding settings in the account menu sets the theme color for the desktop application and the email signature for all account level notifications. Kiosk branding can be customized in the Layout tab of your kiosk settings. 
Brivo Brivo is security and access software. Connect Brivo with WhosOnLocation to automatically have your Brivo entry and exit transactions sync with your WhosOnLocation account. Your account owner must enable the integration.

C

 
Calendar invites Pre-register visitors while creating a meeting in your calendar. Instead of manually entering a visitor in WhosOnLocation, add the dedicated email address to the invite to automate the process. Your account owner must enable the integration.
Campus  A campus is a group of three or more buildings in the same location. WhosOnLocation has specific campus pricing.  
Contractor A contractor is an external person or organization who is contracted to provide a service to your organization. To manage contractors in WhosOnLocation, your account owner must enable the contractor management add-on.
Contractor manager Use this feature to manage contractor organizations and members, add any contracts, insurance policies, qualifications, and set up access to the contractor portal.
Contractor manager user role There are three permission levels: administrators can manage contractor settings, organizations, and members; managers can manage organizations and members, and coordinators can only manage members from the same internal user access group.
Contractor member A contractor member belongs to an organization that is contracted to provide a service. Each member has a profile that includes contact details, organizations they belong to, access permission, WolMobile, inductions, tokens, and qualifications.
Contractor organization A contractor organization is a company that's contracted to provide a service to your organization. Each organization has a profile in WhosOnLocation that includes contact information, a list of its members, its location access permission, and more.
Contractor portal The contractor portal is a separate site where contractors can manage information and upload documents for their own organizations and members. Customize access permissions so members can view, update, or delete select information.
Contracts Record details of the contracts you have with contractor organizations. Set notifications and upload documents.
Custom fields Employees and contractors have profiles that contain a set of default information fields. Add custom fields to record information that is not included in the default fields. Your account owner must enable the add-on.
Custom questions Add organization-specific questions for sign in/out. Question types include text, multi-choice, date, waiver, video. Questions can be conditional based on a person's answer. If you need visitors to complete a health screening, add custom questions.
Custom questionnaire A custom questionnaire is a set of custom questions. Questionnaires are created for specific visitor types and can be enabled for specific sign in/out modes. Questionnaires can be created at a location or global level. 
Custom questionnaire reports The custom questionnaire reports are used to view the answers given to custom questionnaires in each location. You must be a report manager to access this report.

D

 
Dashboard View a real-time summary of key people presence data at your location. View the total number of people on-site, view names by visitor type, see the geolocation of people using WolMobile, and more. The account owner must first enable the dashboards add-on.
Deliveries Use deliveries to record the arrival of items on-site. Log the delivery either on a kiosk or using sign in/out manager. The recipient will then receive a notification letting them know of the delivery.
Deliveries report When a delivery is entered into WhosOnLocation, it's recorded in the deliveries report. View where it was delivered, the number of packages, item type, who it is for, and if a signature was required. You must have the Report Manager user role to access this report.
Deputy Deputy is a cloud-based employee time and attendance platform. Connect it with WhosOnLocation to automatically track employees starting and ending their shifts and sync the data with WolEvac. Your account owner must enable the integration.

E

 
Employee An employee is someone employed by your organization who needs to record when they sign in or out. An employee only needs a WhosOnLocation login if they are a sign in/out manager, need access to the location's settings, or their own profile.
Employee profile Each employee has a profile. It includes their contact details, department, locations, inductions, qualifications, tokens, and WolMobile code. If the employee has access to WhoOnLocation, they can sign in and update their profile’s basic information and photo.
Employee role type Employee role types are used to group employees by categories and configure features like triggers, notifications, and inductions. Add the roles that are relevant to your organization. Mandatory roles are safety operator, panic alarm responder, and non-host.
Evacuation event A WolEvac manager creates an evacuation event to manage a location's emergency event or drill. Once an event is created, verify the safety of the people using the app, share messages, and view real-time metrics. 

F

 
Follow me Follow me is a WolMobile feature that tracks the location of employees and contractors while they’re signed in for work. It’s used to monitor the safety of those working at risk, on large sites, or in remote locations. An administrator can make follow me mandatory.
Frequent visitor Each employee can create their own frequent visitor list. It's useful for pre-registering visitors that come on-site often. Add visitors one at a time, or add multiple visitors using a CSV import.

G

 
Geofence A geofence is a defined virtual perimeter, which works with your smartphone’s location settings to identify when you are on-site. If location permission is given, WolMobile will automatically sign a user in or out using the geofence.
Geolocation Geolocation refers to the use of tracking technologies like GPS to identify a device’s location. The WolMobile app can record geolocation information for users if this setting has been enabled and the user has allowed permission on their smartphone.
Geolocation report The geolocation report shows the last reported location of employees and contractors using WolMobile. Their geolocation is displayed with a color-coded pin on the report. You need the reports manager user role to access this report. 
Global questions manager user role The global questions manager user role can create and manage custom questionnaires across locations.
Global sign in/out questions Use global sign in/out questions to manage custom questionnaires across your locations. Add a new questionnaire or clone an existing questionnaire, choose the sign in/out modes they apply to, then select the relevant locations or location groups. 
Global roaming Global roaming is a setting that gives an employee access to multiple locations. When applied, a visitor can select the global roaming employee as a host at any location they have access to.
Guest A guest is someone who is visiting your location but is not an employee. When signing into a kiosk, a guest would select either visitor or contractor as the visitor type. 

H

 
Hardware WhosOnLocation supports multiple kiosk hardware options, giving you a lot of flexibility around your location's setup. Options include iPads, Windows tablets and desktops, scanners, WiFi and Bluetooth printers, and Bluetooth beacons. 
Host A host is an employee that’s meeting a visitor or contractor when they arrive on-site. Set up host notifications so your employees are automatically informed when their guest sign in.

I

 
ID card Employees or contractors can be assigned ID cards that can be scanned at a kiosk. Create your own ID card templates and print them using an on-site ID card printer. 
Identity management Identity management is used to set up and print ID cards and enable employees and contractors to sign in using a token. Your account owner must first enable the identity management add-on.
Identity manager user role The identity manager user role can manage token types, add tokens to profiles, manage ID card templates, and print their own ID cards. This role can also add and remove print locations from the identity management section.
Important notices Share critical notices with people on-site either by showing an acknowledgment notice or sending an instant message. Your account owner must first enable the add-on.
Induction kiosk An induction kiosk is a device set up on-site for learners to complete an online induction course. Use a desktop computer or tablet to deliver the course. When the learner completes or fails the course, it will be recorded in WhosOnLocation.
Induction management Manage your employee and contractor inductions, record when learners complete in-person induction courses, or deliver online induction courses by email or on-site induction kiosks. Your account owner must first enable the add-on.
Induction manager user role This role manages induction courses for your organization. There are three permission levels: global can create courses for all locations and access induction settings and reporting; limited can do the same for select locations; invite-only users can invite learners to take a course.
Instant messages Instant messages are used to send a one-off message to employees, contractors, and visitors, or any combination of these audiences. You can send emails, SMS, or push notifications (if using WolMobile).
Insurances Record contractor insurance policies in WhosOnLocation. Enter the details, group policies by type, and set up expiry notifications.
Integrations Connect WhosOnLocation with select third-party applications. Integrations include Alcolizer, Alexa, Brivo, Deputy, OneLogin, SyncPortal, Webhooks, and more.
Inter-zone kiosk Inter-zone kiosks are used to record people moving from one area of your location to another. They are set up like standard sign in/out kiosks, except no printing or questions are asked.
Internal user access group Use internal user access groups to manage contractor organizations. Users with the contractor manager coordinator role are assigned a specific access group and can manage the members within that group. A contractor can belong to multiple groups.
IT support user role The IT support user role can access the API and integration settings, manage single sign-on, and set the password strength for users.

K

 
Kiosk

Kiosks provide a self-service option for your employees and guests to sign in/out, complete an induction course, or move between zones. There are five types of kiosk available:

L

 
Location A location is a physical presence with a physical address. If your organization has multiple buildings with different physical addresses and is not a campus, each address is considered a separate location.
Location group If you have multiple locations, you can assign them to location groups. Using groups makes it easier to find a location when you have many locations. You can also run the People Presence report by location group.
Location print manager user role The location print manager can receive and manage ID card print requests for select locations.
Login permission email A login permission email is sent to an employee who needs access to WhosOnLocation. Employees can be invited from the Employees screen or by using the SyncPortal integration.
Lone worker A lone worker is someone who is on-site working alone. Using sign in questions, triggers, notifications, and location tracking, you can monitor the safety of your lone workers.

M

 
Multi-language Give your guests and employees the ability to sign in using their preferred language. It is available on both sign in/out manager and on a kiosk. Your account owner must first enable the add-on, then you’ll need to choose the languages.
Multi-tenant sign in/out manager Multi-tenant sign in/out manager allows for one account to manage the visitors for all organizations with a shared reception. One account is the controller, who requests access from the other tenants to manage their sign in/out manager.
Multiple concurrent logins With multiple concurrent logins, users can sign in from multiple browsers at the same time. If this is disabled, a user can only sign in on one browser.

N

 
Non-host role Non-host in an employee role type you can assign when you don't want an employee to host visitors. Their name can't be selected when a visitor signs in.
Notifications WhosOnLocation offers a range of notification types. Depending on the type, choose email, SMS, or mobile push notifications. Some options include:

Notification summary This report shows the notifications sent over the last 13 months. View the notification type, who received it, if there were errors, and the number of SMS credits used. You need the reports manager user role to access this report.

O

 
Occupancy  Set up the maximum number of people who can be on-site at one time. Choose your location's standard operating hours and set up curfew hours for when people should not be on-site. 

P

 
Panic alarm The panic alarm can be triggered on a kiosk or in sign in/out manager in an emergency. It will notify your organizations’ panic alarm responders.
Panic alarm responder A panic alarm responder is someone who has been assigned the role type. If the panic alarm is activated on a kiosk or from sign in/out manager, they’ll receive a notification.
People presence report This report includes the details of who has signed in and out by location, what method they used, how they answered custom questions, and more. Use filters to customize the data you see. You need the reports manager user role to access this report.
Photo capture When a visitor, contractor, or employee signs into your location, you can capture their photo. Sign in/out managers can take the photo as they sign in a person, or people signing in on a kiosk can have their photo taken on the kiosk.
Pre-registered visitors Any employee with WhosOnLocation login permission can pre-register a visitor. Create frequent visitors, set up reoccurring events, send the guest a questionnaire, and confirmation email (WolPass). Set up your kiosks so only pre-registered visitors can sign in. 
Print sharing Print sharing is used to print a badge pass from a different place than a visitor signs in from. For example, if a visitor signs in at a kiosk, they could pick up their pass from the receptionist. To enable print sharing, configure this in your kiosk print settings.
Purged records Purged records are people movement records that have been removed from your reports but are still accessible in your account’s audit. To remove records permanently, you’ll need to erase the records in your People Presence report.
Portal user A portal user is a contractor who has access to your contractor portal. Depending on their access permissions, they can view, edit or delete organization or member information.

Q

 
QR code

A QR code is a type of barcode that is scannable using a camera or scanner. WhosOnLocation supports the use of QR codes on:

Qualification manager Keep track of your employee and contractor qualifications. Add qualifications, set up expiry notifications, add qualifications to peoples’ profiles, report on current and expired qualifications. Your account owner must first enable the add-on.
Qualification manager user role The qualification manager user role manages the list of qualifications for an organization.
Questionnaire invitations Screen your visitors before they arrive on-site by setting up pre-registration questionnaire invitations. Pre-registered visitors receive an email with the meeting details and a link to their visitor profile, where they answer any questions. 

R

 
Remote worker A remote worker is someone who is working offsite. You can set up your location so employees can sign in remotely. They can use WolMobile to sign in, log in to WhosOnLocation and update their status, or a sign in/out manager can sign them in.
Reports A range of historical and real-time reporting is available. Report on who was on-site at a particular time, what important notices have been sent to visitors, how visitors answered custom questions, run detailed reports on evacuations, and more.
Reports manager user role The reports manager user role has access to the reports in the Reporting section. There are two permission levels: global users have access to the reports for all locations or limited users who can access reports for select locations assigned to them.
RFID scanner An RFID (Radio Frequency Identification) scanner is used to sign visitors in or out. To use it, first install our RFID utility that is available for download in your kiosk settings.

S

 
Safety operator role A safety operator is a person nominated to monitor employees or contractors working alone in your location. They are notified when the person arrives and the duration they'll be on-site. If they don't sign out on time, the safety operator is notified that they are overdue.
SCORM SCORM (Shareable Content Object Reference Model) is a set of technical standards for online learning systems.
SCORM Cloud The SCORM Cloud integration is used to deliver SCORM induction courses. Courses are created in an authoring tool, hosted in SCORM Cloud, then shared with WhosOnLocation to deliver to learners. SCORM Cloud has a separate subscription cost.
Service provider Service provider is another term for contractor. Before 2021, WhosOnLocation used service provider throughout the application. 
Sign in/out kiosk A sign in/out kiosk is used to sign in visitors, contractors, employees, or deliveries into a location. Use a desktop computer, tablet, or iPad. Configure who can use the kiosk, the types of questions asked, if it prints badge passes, and the types of notifications it sends.
Sign in/out manager Sign in/out manager is used by front-of-house staff to sign people in or out, log deliveries, activate the panic alarm, generate a list of people on-site, and pre-register visitors.
Sign in/out manager user role The sign in/out manager user role is assigned to an employee who manages people coming in and out of a location. There are two levels of permission: global users can manage people for all locations, limited users can only manage select locations. 
Sign in/out questions This feature manages the questions that are presented to your location's guests. Activate basic questions and add an custom questions that are specific to your organization. 
SMS status There is a charge for sending SMS with WhosOnLocation. SMS allocations are included in your subscription, and additional packs cam be purchased in advance. The account owner can check the number of SMS credits used on the SMS Status screen.
Signature required If you're using the waiver or image waiver custom question types, you can require that the visitor add their signature to indicate they've agreed to the statement.
Single Sign-On Single Sign-On (SSO) is a form of authentication that allows you to sign into multiple online tools using the same credentials. WhosOnLocation supports two methods of SSO: SAML and JSON web token.
SOS Using WolMobile, users can activate an SOS request for assistance. This instantly sends their details and location to your designated SOS responders.
SOS responder SOS responder is a role type for both employees and contractors. Once the role is added to a person’s profile, they’re added to the SOS responder list. When a user activates an SOS, the responders receive a notification.
SyncPortal SyncPortal is an integration designed to sync your employee information in WhosOnLocation with an external data source. Your account owner must enable the integration.

T

 
Token Tokens are used with ID or access cards. A token can be any barcode, QR code, or RFID string. It must be unique and is scanned during sign in or out.
Touchless kiosk A touchless kiosk displays a QR code that guests can scan to sign in/out using their smartphone. 
Touchless sign in/out Touchless sign in/out uses the guest’s or employee’s smartphone to sign in or out of a location. The guest scans the QR code, then answers the sign in/out questions on their device.
Triggers Triggers are used to automate actions based on sign in/out activity in WhosOnLocation. For example, triggers can send notifications, display messages, deny entry to a site, and sign people in/out. The account owner must enable the add-on. 
Triggers manager user role This user role can set up, update, clone, and delete triggers. There are two levels of permission for this role: global can manage triggers for all locations in the account, and limited can do the same for select locations.

U

 
User roles User roles are used to restrict employee access to specific features in WhosOnLocation. Not all users need an assigned user role. For example, if an employee only uses WhosOnLocation to sign in or out of your location, they don’t require a role.

V

 
Visitor profile A visitor who has been pre-registered using the calendar invites integration is required to complete their visitor profile. The profile contains their name, organization, and any other information that the organization they're visiting has required. 

W

 
Waiver A waiver is a disclaimer that can be presented to a visitor, informing them how their information will be used and stored. A waiver is a type of custom question. 
Watchlist Watchlists are part of the triggers add-on, which enable you to monitor when particular visitors arrive on-site.
Webhooks The webhook integration enables you to share information between applications and WhosOnLocation. Possible examples include sending arrival notifications to Slack or sharing sign in/out details with payroll software. The account owner must first enable the integration.
Welcome greeting Guests and employees are presented with a welcome greeting when they’ve finished signing into a kiosk. A location can have up to four different greetings customized for each of your kiosks or visitor types.
WOL eLearning course WOL eLearning courses are created in WhosOnLocation using the induction builder feature. By building the course in WhosOnLocation, you can send the course to your learners to complete online or on an induction kiosk.
WolEvac WolEvac is an emergency management tool for mobile devices. It gives you the ability to quickly and easily account for everyone in the event of an emergency. The account owner must first enable the add-on.
WolEvac reports WolEvac reports show the details of any evacuation events created using WolEvac. You need the reports manager user role to access this report.
WolEvac user There are two types of WolEvac users: a manager can create and close WolEvac events, and an assistant can join events by text once an event is created. Only employees who will be assisting with the evacuation event need to be registered as WolEvac users.
WolGuard WolGuard is an Android-only mobile app used to manage employee and contractor movements. You can sign people in and out of your location and switch them between zones. There is an extra charge to use this app, and your account owner must enable the integration.
WolMobile WolMobile is an Android and iOS mobile app for employees and contractors. They can sign in or out of a location or zone, see important notices, receive notifications, and request assistance by sending an SOS. The account owner must enable the integration.
WolPass WolPass is an email confirmation sent to pre-registered visitors. It can include key information like the date, time, host name, contact details, and location. The account owner must first enable the add-on.
WolPass manager user role There are two levels of permission levels within this role: global users can create and enable WolPass for any location in the account; limited users can only create and enable WolPass for select locations.
WolScan WolScan is an iOS app that enables you to scan, capture, and record a visitor’s photo ID. There is an extra charge to use this feature, and the account owner must enable the integration.

Z

 
Zone Zones are a way of dividing your location into specific areas, for example, separate buildings, floors, rooms. You can assign zones to groups and add them to access points. To track the movement of your people between zones, set up an inter-zone kiosk.